NC - Vance: SPECIAL CALLED MEETING

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SPECIAL CALLED MEETING

County of Vance, North Carolina 122 Young Street, Suite B

Tagged Passions:streets

Henderson, North Carolina 27536

Jordan McMillen County Manager (252) 738 - 2002

Tagged Passions:administrator and manager

Kelly H. Grissom Clerk to Board (252) 738 - 2003

NOTICE OF SPECIAL CALLED MEETING

To: Dan Brummitt Carolyn Faines Yolanda Feimster Thomas S. Hester, Jr. Leo Kelly, Jr. Archie B. Taylor, Jr.

From: Kelly H. Grissom, Clerk to the Board KG Date: February 13, 2020 Re: Special Called Meeting

This memorandum will serve as notice that Chairman Gordon Wilder has called a special meeting for Monday, February 17, 2020 at 4:00 p.m. in the

Commissioners Conference Room, Vance County Administration Building, 122 Young Street, Henderson, NC. The purpose of the meeting is to:
Tagged Passions:Homebuilder and streets

1. Award contract for Industrial Park Phase III construction 2. Approve memorandum of negotiation 3. DSS salary adjustment request 4. Other items as

necessary
Tagged Passions:construction, industrial, contract, and parks

c: Chairman Gordon Wilder

Vance County Special Meeting Staff Report

February 17, 2020

Henderson-Vance Industrial Park Phase III Construction Project. The County s engineer (Tim Carpenter with LKC Engineering) will be on hand to provide

an overview of the bidding process and value engineering exercise which has been completed in order to bring the project within the existing grant budget. A total of six bidders submitted bids with the low bidder (ELJ, Inc.) providing a bid that was approximately 700,000 over budget. The county s engineer and staff have finalized a value engineering exercise to reduce the project scope and associated costs within budget. The main impact is that the new roadway will not be paved throughout the entire project area. The project is funded with NC Rural Ready Grant funds and the NC Department of Commerce has agreed to the reduced project scope. In order to proceed, the board will need to approve a memorandum of negotiation between the county and the contractor outlining the negotiated and reduced project scope and will also need to award the contract to the low bidder. Staff has also provided a budget transfer for your review that allocates grant funds into the appropriate line items in the county s budget. Recommendation: Approve the memorandum of negotiation and award the Henderson-Vance Industrial Park Phase III construction contract to ELJ, Inc. totaling 2,149,457 subject to final attorney review of contract documents.
Tagged Passions:rfp, contractor, RFP, funding, grant, rural, construction, legal, budget, industrial, contract, and parks

TRANSFER REQUEST NO. 8

Department Name: Economic Development

Tagged Passions:economic development, development, and Development

Request for Funds to be Transferred From:

Tagged Passions:funding

ACCOUNT TITLE ACCOUNT NUMBER AMOUNT

Contracted Services 32,850.00 (From 325,350 to 292,500)

Tagged Passions:contract and services

Legal/Fiscal Cost 5,070.00 (From 10,070 to 5,000)

Tagged Passions:legal

Contingency 107,832.00 (From 192,832 to 85,000)

Construction

Tagged Passions:construction

TOTAL 145,752.00

Explanation of transfer request: Transfer from original budget request to represent a more accurate budget as time has progressed.

Tagged Passions:budget

Request for Funds to be Transferred To:

Tagged Passions:funding

ACCOUNT TITLE ACCOUNT NUMBER AMOUNT

Contracted Services

Tagged Passions:contract and services

Legal/Fiscal Cost

Tagged Passions:legal

Contingency

Construction 145,752.00 (From 1,928,323 to 2,149,457)

Tagged Passions:construction

TOTAL 145,752.00

Explanation of transfer request: Transfer from orignial budget request to represent a more accurate budget as time has progressed.

Tagged Passions:budget

Requested by: _____________________________________________________________ Date ____________________________

PRESENTED: Reviewed by VANCE COUNTY BOARD OF COMMISSIONERS Finance Office ______________________________________ IN MEETING OF

_________________________________________________ _________________________________________________
Tagged Passions:finance

VANCE COUNTY DEPARTMENTAL LINE-ITEM TRANSFER REQUEST

2019-2020 Fiscal Year

Project Costs (Modified Scope)

Project Costs (Original Scope)

Total of Construction Bids 2,149,457 2,754,941

Tagged Passions:rfp, RFP, and construction

Construction Contingencies 85,000 100,000

Tagged Passions:construction

Preliminary Costs (Paid by County)

Appraisal 1,800 Survey (Boundary) 6,500

Phase 1 2,300 Geotechnical 6,250

Legal and Land/Easements 5,000 10,000 Engineering

Tagged Passions:legal and easement

Preliminary Layout and Entitlements 7,500 7,500 Design Survey 15,000 15,000

Geotechnical Borings (pump station and off sites) 0 6,000 Engineering Design and Permitting 145,000 145,000

Tagged Passions:sites

Bidding and Award 15,000 15,000 Construction Administration 25,000 30,000

Tagged Passions:construction

Construction Inspection 75,000 80,000 Certifications, Record Drawings and Platting 10,000 10,000

Tagged Passions:construction

Total Project Costs 2,531,957 3,173,441

Original Project Budget 2,456,505 2,456,505

Tagged Passions:budget

Budget Shortfall 75,452 716,936

Tagged Passions:budget

HENDERSON VANCE INDUSTRIAL PARK EXPANSION PROJECT BUDGET

Tagged Passions:expansion, budget, industrial, and parks

SUMMARY OF COST WITH CONSTRUCTION BIDS

Tagged Passions:rfp, RFP, and construction

ITEM DESCRIPTION

QTY UNIT UNIT PRICE TOTAL AMOUNT Revised Quantity

TOTAL AMOUNT

1 Mobilization, bonding, and insurance (may not exceed 3 of the bid)

Tagged Passions:rfp, RFP, bond, and insurance

1 LS 80,241.00 80,241.00 0.78 62,587.98

2 Grading (Cut Fill) 1 LS 300,000.00 300,000.00 1 300,000.00

Tagged Passions:grading

3 Topsoil Strippings (12 ) (Roadwaly only) 3,000 CY 4.00 12,000.00 3,000 12,000.00

4 Incidental Stone Base (10 Thick) 5,500 TN 30.00 165,000.00 1,419 42,570.00

5 Stone Base (8 Thick) Gravel Road TN 30.00 0.00 3,220 96,600.00

Tagged Passions:streets

5 Undercut replacement below grade (allowance) 1,500 CY 14.00 21,000.00 1,500 21,000.00

6 Asphalt Base (I119.0C 4 Thick) 2,550 TN 135.00 344,250.00 575 77,625.00

7 Asphalt Base (S9.5C 3 Thick) 1,900 TN 135.00 256,500.00 431 58,185.00

8 Pavement Marking and Painting in accordance with NCDOT Standards

Tagged Passions:arts

1 LS 28,000.00 28,000.00 0.5 14,000.00

9 Demo Existing Roadway (Commerce Dr.) 1 LS 15,000.00 15,000.00 1 15,000.00

10 Silt Fence (as shown on design drawings) 10,000 LF 3.00 30,000.00 10,000 30,000.00

11 Skimmer Basins (as shown on design drawings), including, grading, outlets, skimmers, stone, seeding, baffles and silt bags for decommissioning

Tagged Passions:grading

6 EA 5,000.00 30,000.00 6 30,000.00

12 Construction Entrance 3 EA 1,500.00 4,500.00 3 4,500.00

Tagged Passions:construction

13 Permanent Diversions (as shown on the design drawings) SW1A through SW15.

1 LS 15,000.00 15,000.00 1 15,000.00

14 Outlet Protection 7 EA 200.00 1,400.00 7 1,400.00

15 Inlet Protection 7 EA 200.00 1,400.00 7 1,400.00

16 Silt Fence Outlets 25 EA 300.00 7,500.00 25 7,500.00

17 Erosion Control at Stockpile Areas (as shown) 1 LS 5,000.00 5,000.00 1 5,000.00

18 Rip Rap Dissipaters 5 EA 200.00 1,000.00 5 1,000.00

19 Stone Check Dams 25 EA 200.00 5,000.00 25 5,000.00

20 Traffic Control 1 LS 10,000.00 10,000.00 1 10,000.00

Tagged Passions:traffic

21 24 Class IV NCDOT Stamped RCP 52 LF 75.00 3,900.00 52 3,900.00

22 18 Class IV NCDOT Stamped RCP 270 LF 50.00 13,500.00 270 13,500.00

23 24 FES 2 EA 500.00 1,000.00 2 1,000.00

24 18 FES 10 EA 300.00 3,000.00 10 3,000.00

25 2'x4' Pre Cast NCDOT Rated Box Culvert and inlet and outlet stabilization.

Tagged Passions:stormwater

1 LS 15,000.00 15,000.00 1 15,000.00

26 Road Signage 1 LS 10,000.00 10,000.00 1 10,000.00

Tagged Passions:streets, advertising, and signage

27 Clearing and Grubbing for new roadway and utilities 4 AC 10,000.00 40,000.00 4 40,000.00

Tagged Passions:utility and Utility

28 Detour Plan Allowance (to be provided by NCDOT) 1 LS 10,000.00 10,000.00 1 10,000.00

29 Surveying All construction staking, as builts of utilities and site features

Tagged Passions:construction, utility, and Utility

1 LS 25,000.00 25,000.00 1 25,000.00

INDUSTRIAL PARK ROADWAY

Tagged Passions:industrial and parks

Sub Total Roadway Construction 1,454,191.00 931,767.98

Tagged Passions:construction

HENDERSON VANCE INDUSTRIAL PARK EXPANSION VALUE ENGINEERING Option 4

Tagged Passions:expansion, industrial, and parks

ELJ INC. (Bid Amounts) ELJ INC. (Negociated Amounts)

Tagged Passions:rfp and RFP

VE Option 4 Page 1 of 4

ITEM DESCRIPTION

HENDERSON VANCE INDUSTRIAL PARK EXPANSION VALUE ENGINEERING Option 4

Tagged Passions:expansion, industrial, and parks

ELJ INC. (Bid Amounts) ELJ INC. (Negociated Amounts)

Tagged Passions:rfp and RFP

QTY UNIT UNIT PRICE TOTAL AMOUNT Revised Quantity

TOTAL AMOUNT

1 12 DIP Class 350 Water Main 3,650 LF 50.00 182,500.00 3,650 182,500.00

Tagged Passions:utility, Utility, and water

2 12 MJ Gate Valve 17 EA 2,400.00 40,800.00 17 40,800.00

3 6 MJ Gate Valve 6 EA 800.00 4,800.00 6 4,800.00

4 Fire Hydrant Assembly 6 EA 4,000.00 24,000.00 6 24,000.00

5 20 Steel Casing Installed By Bore Jack (Guaranteed)

45 LF 240.00 10,800.00 45 10,800.00

6 12 Water Main Connection (Cut in Tees) 2 EA 5,000.00 10,000.00 2 10,000.00

Tagged Passions:utility, Utility, and water

7 12 X 12 MJ Tee 2 EA 1,000.00 2,000.00 2 2,000.00

8 12 X 6 MJ Tee 6 EA 1,000.00 6,000.00 6 6,000.00

9 12 45 Deg MJ Bend 4 EA 1,000.00 4,000.00 4 4,000.00

10 12 22.5 Deg MJ Bend 8 EA 800.00 6,400.00 8 6,400.00

11 Water Main Pressure Testing and Sterilization 3,650 LF 1.00 3,650.00 3,650 3,650.00

Tagged Passions:utility, Utility, and water

QTY UNIT UNIT PRICE TOTAL AMOUNT Revised Quantity

TOTAL AMOUNT

1 8 PVC SDR 26 Gravity Sewer (0' 6') 755 LF 50.00 37,750.00 755 37,750.00

Tagged Passions:sewer, utility, and Utility

2 8 PVC SDR 26 Gravity Sewer (6' 8') 640 LF 60.00 38,400.00 640 38,400.00

Tagged Passions:sewer, utility, and Utility

3 8 PVC SDR 26 Gravity Sewer (8' 10') 875 LF 70.00 61,250.00 875 61,250.00

Tagged Passions:sewer, utility, and Utility

4 8 PVC SDR 26 Gravity Sewer (10' 12') 285 LF 80.00 22,800.00 285 22,800.00

Tagged Passions:sewer, utility, and Utility

5 8 PVC SDR 26 Gravity Sewer (12' 14') 185 LF 90.00 16,650.00 185 16,650.00

Tagged Passions:sewer, utility, and Utility

6 8 DIP (Class 350) Protecto 401 coated Gravity Sewer (pipe in casing at creek crossing)

Tagged Passions:sewer, utility, and Utility

150 LF 100.00 15,000.00 150 15,000.00

7 16 Steel Casing installed on Grade (Bored Jacked) (Guaranteed) Creek Crossing

150 LF 400.00 60,000.00 150 60,000.00

8 4'0 Diameter Manhole (0' 6') 1 EA 3,800.00 3,800.00 1 3,800.00

9 4'0 Diameter Manhole (6' 8') 4 EA 4,400.00 17,600.00 4 17,600.00

10 4'0 Diameter Manhole (8' 10') 1 EA 4,800.00 4,800.00 1 4,800.00

11 4'0 Diameter Manhole (10' 12') 1 EA 5,200.00 5,200.00 1 5,200.00

12 4'0 Diameter Manhole (12' 14') 2 EA 5,800.00 11,600.00 2 11,600.00

13 4'0 Diameter Manhole (14' 16') 1 EA 6,400.00 6,400.00 1 6,400.00

14 Epoxy Coating for Manholes 25 VF 400.00 10,000.00 25 10,000.00

15 Pump Station Concrete Structures Precast Wetwell, Station Enclosure Slab, Generator Pad, etc. (installed)

1 LS 90,000.00 90,000.00 1 90,000.00

16 Factory Built Pump Station Pumps, Motors, Valves, Piping, Pump Control Panel, Flow Meter, Station Enclosure, and all factory wiring (installed)

1 LS 200,000.00 200,000.00 1 200,000.00

17 Pump Station Painting and Coating wetwell interior, wetwell piping, bypass connection (installed)

Tagged Passions:arts

1 LS 12,000.00 12,000.00 1 12,000.00

WATER SYSTEM EXPANSION

Tagged Passions:expansion, utility, Utility, and water

Sub Total Water System Expansion 294,950.00 294,950.00

Tagged Passions:expansion, utility, Utility, and water

SANITARY SEWER EXPANSION

Tagged Passions:sewer, expansion, utility, and Utility

VE Option 4 Page 2 of 4

ITEM DESCRIPTION

HENDERSON VANCE INDUSTRIAL PARK EXPANSION VALUE ENGINEERING Option 4

Tagged Passions:expansion, industrial, and parks

ELJ INC. (Bid Amounts) ELJ INC. (Negociated Amounts)

Tagged Passions:rfp and RFP

18 Pump Station Electrical including panels, conduits, wiring, Generator and ATS and all associated components necessary for complete installation

1 LS 80,000.00 80,000.00 1 80,000.00

19 Pump Station Site Work grading, erosion control, fencing, lighting, piping and Gravel access road to the Pump Station from the new paved road.

Tagged Passions:streets and grading

1 LS 30,000.00 30,000.00 1 30,000.00

20

Pump Station Water Service 2 PVC SDR 21 water service from new 12 water main to pump station site. Inlcudes RPZ with hot box, meter, and yard

hydrant.
Tagged Passions:utility, Utility, and water

1 LS 10,000.00 10,000.00 1 10,000.00

21 8 PVC (C900) Force Main 5,150 LF 22.00 113,300.00 2,843 62,546.00

22 8 DIP (Class 350) Protecto 401 Force Main 270 LF 55.00 14,850.00 270 14,850.00

23 8 45 Deg MJ Bend 15 EA 700.00 10,500.00 15 10,500.00

24 8 22.5 Deg MJ Bend 4 EA 700.00 2,800.00 4 2,800.00

25 8 MJ Plug Valve and Box 1 EA 2,800.00 2,800.00 1 2,800.00

26 Air Release Valve and Enclosure (8 FM) 2 EA 4,000.00 8,000.00 2 8,000.00

27 16 Steel Casing by Bored Jack (Guaranteed) Road Crossing (Bear Pond Road)

Tagged Passions:streets

120 LF 250.00 30,000.00 120 30,000.00

28 16 Steel Casing by Bored Jack (Guaranteed) 8 Force Main at Creek Crossing

150 LF 200.00 30,000.00 0 0.00

29 Connect 8 Force Main to Ex. Manhole 1 LS 2,500.00 2,500.00 1 2,500.00

30 6 PVC Force Main (FM 2 Re route FM) 1,350 LF 19.00 25,650.00 1,350 25,650.00

31 Cut In MJ 6x6 Wye on existing FM 1 LS 3,000.00 3,000.00 1 3,000.00

32 6 90 Deg Bend 1 EA 450.00 450.00 1 450.00

33 6 45 Deg Bend 8 EA 450.00 3,600.00 8 3,600.00

34 6 22.5 Deg Bend 4 EA 450.00 1,800.00 4 1,800.00

35 Air Release Valve and Enclosure (6 FM) 1 EA 3,800.00 3,800.00 1 3,800.00

36 6 MJ Plug Valve and Box 2 EA 3,000.00 6,000.00 2 6,000.00

37 12 Steel Casing by Bore Jack (Guaranteed) Road Crossing (Commerce Dr.)

Tagged Passions:streets

35 LF 200.00 7,000.00 35 7,000.00

38 Force Main Testing 6,500 LF 1.00 6,500.00 4,193 4,193.00

TOTAL BID AMOUNT (Sum of all sub totals above)

Tagged Passions:rfp and RFP

1,005,800.00 922,739.00

2,754,941.00 2,149,456.98

Sub Total Sanitary Sewer Expansion

Tagged Passions:sewer, expansion, utility, and Utility

VE Option 4 Page 3 of 4

ITEM DESCRIPTION

HENDERSON VANCE INDUSTRIAL PARK EXPANSION VALUE ENGINEERING Option 4

Tagged Passions:expansion, industrial, and parks

ELJ INC. (Bid Amounts) ELJ INC. (Negociated Amounts)

Tagged Passions:rfp and RFP

Total of Construction Costs 2,149,457

Tagged Passions:construction

Construction Contingencies 85,000

Tagged Passions:construction

Preliminary Costs (Paid by County) 0

Appraisal 1,800

Survey (Boundary) 6,500

Phase 1 2,300

Geotechnical 6,250

Legal and Land/Easements 5,000

Tagged Passions:legal and easement

Engineering 292,500

Preliminary Layout and Entitlements 7,500

Design Survey 15,000

Geotechnical Borings (pump station and off sites) 0

Tagged Passions:sites

Engineering Design and Permitting 145,000

Bidding and Award 15,000

Construction Administration 25,000

Tagged Passions:construction

Construction Inspection 75,000

Tagged Passions:construction

Certifications, Record Drawings and Platting 10,000

2,531,957

2,456,505 75,452

Items highlighted in yellow are negociated or revised amounts and quantities

ORIGINAL BUDGET SHORTFALL

Tagged Passions:budget

TOTAL ESTIMATED COSTS

VE Option 4 Page 4 of 4

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